What is Record retention and its requirement as per IATF 16949 QMS



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In this blog we will cover the below content:

  • What is Record?
  • What is retention
  • What is Retention period
  • What is Disposal
  • IATF 16949 standard requirement for Record retention
  • What is retention period as per IATF 16949

Hope in the end of this blog you will be confidently able to answers above question. So lets discuss above content one by one.

So enjoy the session. Have a good day!


What is Record?


Record is defined as a “Document stating results achieved or providing evidence of activities performed”. It means any document which having some kind of information on it which was generate during perform any activity in process is in storage or kept for recall the evidences while required.

Basically the term record is co related to document. Because initially document is created to retrieve the information with respect to any activity. As we know while any activity is carried out in any process there is some kind of inputs and output are required to perform those activities. It is necessary to capture those information related to that particular process so that we can make decision that our process is running Ok or not. So the documents are created which are used to capture those information related to particular processes. While the information is captured and update in document it is called as records because it is an evidences based on which we can say under what condition the process was carried out.

As per dictionary the meaning of record is mentioned below:

The record id defined as a piece of information or a description of an event that is written on paper or stored on a computer or in hard form.

 

What is retention?

The term retention means to retain something, it means retaining the records. As we understand about records are the evidences of information collected during an activity. After creation of record it is necessary to retain those records s that the records can be used in future while it is required to cross verification of any issue related to process. The term retention is focuses on retain the records for future references so that it can be easily made available and play help to analyse the situation.


Period (Time): As the term describe it self, means the time period which is identified for keeping something. Time period is the duration of time, we can say that in current context if we talk about retention period of records that generated during an activity it will tell about how long we have to store the records generated during process.

Now we come to our main points that is Retention period.

 

What is Retention period?

It is define as the period of time frame for which an organization have to keep the records generated during performing its activities. Each records having its defined standard record retention period based on its importance , generally the record retention period is varies from minimum one year to 15 to 20 year .As per international standard the retention period is minimum one year and any customer specific time as per mentioned in the customer specific requirement. So the organization need to follow the retention period requirement to full fil the standard requirements.

 

What is Disposal?

It is another term related to retention period, means how to dispose of that particular records after competition of its retention period time frame. The process of scrap off the records after retention period is called as dispose of records.

 

IATF 16949 standard requirement for Record retention?

IATF 16949 is specifically mention a clause for record retention in clause number 7. And sub clause 7.5.3.2.1 which is directly focus on record retention because record retention is play very important role in automotive sector for analysis of any issue.

Below are the key requirement of record retention as per IATF 16949:2016.


These all are shall requirement:

  • Organization need to define, document, and implement a record retention policy for managing the records in organization system.
  • The process of control which his defied for record shall satisfy all related statutory, regulatory, organizational, and customer requirements which ever applicable.

 

What is retention period as per IATF 16949:

As per IATF 16949:2016 some key document which are listed below need to retain for identified specific retention period:

  • PPAP (Production part approvals), tooling records, product and process design related records, purchase orders as per applicability, or contracts and amendments if any shall be retained for the N+1 calendar year.
  • N is related to the life of product under production or service.
  • 1 is additional one calendar year after the product service periods
  • After consideration of above mentioned inputs one more important thing which is need to consider by organization is customer specific requirement .Organization need to focus on Customer specific requirement for retention period of records.

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